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Cbs administrator training by Tommy Acklen Director of Central Billing Services

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Network Information Services

Technology Forum

Cbs administrator trainingbyTommy AcklenDirector of Central Billing Services


  • Advance Auto Parts

  • Asbury Automotive Group

  • AT&T

  • AutoZone

  • CARS Protection PlusGoodyear (company-owned)

  • Goodyear Gemini (Independents)

  • Monro Muffler Brake & Service

  • Pep Boys

  • Transervice Leasing

  • Hertz

  • Midas

  • TBC Corporation

    • Tire Kingdom, NTB, Merchants, Big O Tire, Big O Tire franchisees

National account customers


Because, “Them that don’t read

have little advantage over those who….cain’t!”

Face the facts:

  • Not grammatically correct but true

  • None of us like to read documentation

  • It’s easier to ask, than search for the answer

  • We often want to know just enough to get by

  • Why are We Hosting Training?


  • About E-mail Communications from CBS

  • About Details of how Central Billing works today

  • About Member Administrative Responsibilities

  • About Controls to make sure the ship is upright

  • About Features you may have never tried

  • About New Features for the near future

  • About Future of the CBS and the Member’s role

  • We Hope This Will Enlighten You


  • Every Member has a CBS_OP E-mail account

  • Accessed via Outlook Web App in a browser

  • Acceptance or rejection of Member Billing Files

  • Finalization of their Member Billing Files

  • Informational E-mails to all CBS_OP addresses

  • Announcing new Vendors added to CBS

  • Procedural changes concerning the CBS

  • CBS_OP_xxxx E-mails


  • This is the way the CBS communicates with you

  • Our ADNHQ CBS Operator keeps you informed

  • Many members don’t bother reading them

  • Too much trouble to open a browser & get them

  • Don’t want to take the time to get them

  • Therefore, they are not very well informed

  • Perhaps the following will give you an incentive

  • Facts About CBS_OP E-mails


  • CBS_OP E-mails to Your Inbox


  • CBS_OP E-mails to Your Inbox


  • CBS_OP E-mails to Your Inbox


  • Your local administrator can do this for you

  • Should work with Outlook & Outlook Express

  • Hopefully, these e-mails won’t be overlooked

  • You’ll be more informed on current events

  • You can save them in a CBS_OP_Email folder

  • Delete them & they go to your Deleted Items

  • Never have to log-in to Outlook Web App again

  • CBS_OP_xxxx E-mails


Member Billing File Tested - F*A*T*A*L Errors Found

Date : Thursday 05/23/2013 @ 06:11:39 A.M.

Process : File Load and Initial Test Edit

Member B/F Name : 7300-05-23-2013-01.ALL

Master Member : 7300

Billing File # : 162631

Total L/I Processed : 188

Member Billing Amount $ 5,580.66

Edited Billing Amount $ 5,115.96

----------

Difference $ 464.70-

  • Successful Billing File Load E-mail


This Member Billing File has a Filename that has already been processed on 05/21/13

Member Billing Amount of THAT file was $394.78

Member Billing Amount of THIS file is $485.26

DUPLICATE FILENAME with different amounts REJECTED

Date : Tuesday 05/21/2013 @ 02:40:02 P.M.

Process : File Load and Initial Test Edit

Member B/F Name : 9200-05-20-2013-01.GDYR

Master Member : 9200

Billing File # : Not yet assigned

Load process aborted

  • Failed Billing File Load E-mail


  • Not a standard CBS Member Billing File

  • Member number conflicts within the file

  • Out of balance according to the Trailer Record

  • Records wrong length or the file is empty

  • Record duplicated, missing, or out of sequence

  • Duplicate Invoices previously processed

  • Multiple PO or Original Document Numbers

  • Reasons for Failure


  • To make sure files are placed in FTP properly

  • To make sure the files are accepted by the CBS

  • To make sure the files balance to your totals

  • To make sure all FATAL ERRORS are corrected

  • To make sure files are approved for finalization

  • To make sure you confirm files are finalized

  • To make sure files don’t linger around in CBS

  • It Is Up To You To:


  • Provide CBS a Nat. Account Location Identifier

  • Provide CBS with ADN Vendor & Part Number

  • Vary pricing by Product Line and Nat. Account

  • Provide a line item detail for Sales Tax & Freight

  • Provide a line item detail for Restocking Fees

  • Provide a line item detail for Labor Charges

  • Produce a standardized Member Billing File

  • Your Computer System Needs to:


  • 15 or more unique business computer systems

  • Programming needed for those systems

  • Somebody had to pay to get that done

  • Prisms are impossible for anyone to modify

  • Member billing file format frozen in time

  • Could not include additional data as needed

  • Nobody wants to pay for more programming

  • Sounds Simple, but Not So


  • Nat. Account Store, Shop, or Garage Identifier

  • Majority are 4 numeric characters

  • But there are exceptions and complications

  • They can be duplicated between Nat. Accounts

  • AT&T Garage Numbers are 6 alphanumeric

  • Asbury Dealerships are 9 alphanumeric

  • Some business systems could not handle alphanumeric characters in Location Identifiers

  • National Account Location Identifier


  • ADN Vendors equate to Vendor Product Lines

  • Some are contained in a single ADN Vendor

  • Some are broken out into several ADN Vendors:

    • Goodyear Belts

    • Goodyear Hoses

    • Goodyear Timing Components

    • Goodyear Tensioners

    • Goodyear Caps & Thermostats

  • ADN Vendors


  • Member Line Codes to ADN Vendor Numbers

  • Sometimes that’s easy when it’s 1-to-1

  • Sometimes a Line Code can’t be split-up

  • CBS can offer assistance to correct ADN Vendor

  • ADN Vendors are typically 4 numeric characters

  • Exceptions are TAX1, LAB1, RSF1, FRTN, FRTE

  • Some business systems could not handle translation to an alpha-numeric ADN Vendor

  • ADN Vendors


  • 2601MISC ALTS & STARTS

  • 3011MISC BATTERY

  • 9985MISC BEARINGS & SEALS

  • 0004MISC BELT/HOSE

  • 9064MISC BRAKE

  • 9182MISC CHASSIS

  • 6992MISC CHEM/LUBRICATION

  • 6991MISC CHEMICALS

  • 9983MISC CV SHAFTS

  • Miscellaneous ADN Vendors


  • 9981MISC DRIVE TRAIN

  • 2026MISC ELECTRICAL

  • 2602MISC ENGINE PARTS

  • 4008MISC EXHAUST

  • 2603MISC FILTERS

  • 2604MISC FUEL INJ & PUMPS

  • 2605MISC IGNITION & EMISSION

  • 2609MISC LIGHTING

  • 1003MISC MOTOR OIL

  • Miscellaneous ADN Vendors


  • 2099MISC SERVICE PARTS

  • 7004MISC SHOCK/STRUT

  • 9982MISC STEER & SUSPEN

  • 2606MISC TEMP CONTROL

  • 2009MISC TIRE VALVES

  • 2607MISC WATER PUMPS

  • 5002MISC WHEEL WEIGHTS

  • 2608MISC WIPER PRODUCTS

  • 9984MISC RACK & PINION

  • Miscellaneous ADN Vendors


  • NetIntell provides answers to Billing File issues

  • It generates Member Billing Files automatically

  • It combines all central billing into a single file

  • It submits Member Billing Files automatically

  • It directs your Line Codes to ADN Vendors

  • It provides consistent mapping to ADN Vendors

  • AND provides easy capture of missed billings

  • AND Then Came NetIntell


GAT  Gates Rubber  Gates 

0010 GATES HOSES

0014 GATES BELTS

0040 GATES RACING PRODUCTS

2057 GATES TENSIONERS

2068 GATES TIMING COMPONENTS

2154 GATES TEMP CONTROL

2301 GATES WATER PUMPS

  • Line CodeSTD MFGADN Vendor


Successful Member Billing File Creation-9500-02-20-2013-01.ALL

Date                : Wednesday 02/20/2013 @ 10:54:54 A.M.

Process             : Member Billing File Creation

Member B/F Name     : 9500-02-20-2013-01.ALL

Master Member       : 9500

N/A ID   # INV/CM       Dollar Value

GDYR            3              37.50-

GDEO           10             425.00

AAPD          22             102.50

BSTC          150           1,584.12

Member Billing Amount   $   2,074.12

  • NetIntell E-Mail About File Creation


Member Billing File Tested - F*A*T*A*L Errors Found

Date : Wednesday 02/20/2013 @ 10:55:32 A.M.

Process : File Load and Initial Test Edit

Member B/F Name : 9500-02-20-2013-01.ALL

Master Member : 9500

Billing File # : 162631

Total L/I Processed : 188

Member Billing Amount $ 2,074.12

Edited Billing Amount $ 1,950.96

----------

Difference $ 123.16-

  • Successful Billing File Load E-mail


  • Not using NetIntell? - contact Jeff Manning

  • He will walk you through implementation

  • If you are already a user, you’re almost there

  • You’ve mapped your Line Codes to STD MFGs

  • Should map Nat. Account special Line Codes

  • Tag your Nat. Account Customers in NetIntell

  • NetIntell Member Billing Files begin next day

  • How Do I Get on the Bandwagon?


  • It’s just a simple text file with a bit of logic

  • View it best with WordPad

  • Fixed length 80 character records

  • Sequentially numbered with no dupes or skips

  • Record types must be proper with none missing

  • Total Record has value of the file

  • Member Billing Files Have Integrity


Naming convention NNNN-MM-DD-YYYY-SS NNNN-MM-DD-YYYY-SS.ALL NNNN-MM-DD-YYYY-SS.gdyr

$*$AAAD|1000|,|railroad

B|000001|NATIONAL ACCOUNTS BILLING|1000|07052012|02

H1|000002|GDYR|1000|546585 |07022012|546585 |07052012|2671 |6688300

D1|000003|1|2136|213-912 | 1| 1| 3953| |ACD|74314

H1|000004|AAPD|1000|546588 |07022012|546588 |07052012|3960 |6600305

D1|000005|1|2121|MU1657 | 1| 1| 30431| |ACD|

H1|000006|AAPD|1000|546590 |07022012|546590 |07052012|3960 |6600305

D1|000007|2|2121|MU1657 | 1| 1| 30431| |ACD|

H1|000008|AAPD|1000|546593 |07022012|546593 |07052012|3730 |5881459

D1|000009|1|2121|YH1767 | 1|1| 4940||ACD|3082124

H1|000010|GDYR|1000|546594 |07032012|546594 |07052012|2639 |8851731

D1|000011|1|9079|81260 | 2| 2| 3786||SPE|

H1|000012|AAPD|1000|546583 |07022012|546583 |07052012|3870 |8732103

D1|000013|1|2049|61G | 1| 1| 2156||ACP|3076818

T|000014|AAAD TOTAL| 14835|+

$*$DIS

  • Here is a Sample Billing File


  • Connect to the CBS FTP Server

  • FTP Client software is your choice

  • Manually drag & drop into Billing_Files directory

  • Drop into our FTP Server from business system

  • Usually automatic drops occur during the night

  • Submit Billing Files 23/7/365

  • CBS is down from 11 - 12pm CDT for backup

  • Billing Files Submitted to CBS


  • NetIntell generates Member Billing Files for you

  • Consistently at a pre-set time each day

  • To ensure all NetIntell inbound feeds processed

  • All Nat. Account billings since last file created

  • Normally should contain just previous day

  • Files are named & submitted automatically

  • E-mail will confirm value by Nat. Account

  • NetIntell’s Submission to CBS


  • Determine if really a Member Billing File

  • Determine if a file has already been processed

  • Determine if there is actually billing in the file

  • Ensure all records are 80 characters & in order

  • Detect missing critical data

  • Detect duplicate Invoices & Credits

  • Line item total must match value in total record

  • Billing File Preliminary Edits


  • E01 - INVALID TRANSACTION MEMBER ID

  • E02 - INVALID STORE ID (Garage, Shop, etc.)

  • E03 - INVALID VENDOR NUMBER

  • E04 - INVALID PART NUMBER

  • E05 - INVALID TRANSACTION CODE

  • E06 - EXCHANGE EXT EXCEEDS $9,999.99

  • E07 - CORE EXT EXCEEDS $9,999.99

  • Fatal Edit Error Codes


  • E09 - INVALID ACCOUNT ID

  • E10 - HISTORICAL - DON'T BILL/CREDIT

  • E11 - NO PRICE AVAILABLE

  • E12 - INVALID ORIGINAL DOCUMENT DATE

  • E13 - ZERO QTY WITH EXTENDED VALUE

  • E14 - NEGATIVE AMOUNTS NOT ALLOWED

  • E15 - INVALID INVOICE/CREDIT DATE

  • Fatal Edit Error Codes Continued


  • E16 - PHONE # DOES NOT MATCH

  • E17 - INVALID ATI OR PO NUMBER

  • E18 - INVALID JOB NUMBER FOR AT&T

  • E19 - INVALID PURCHASE ORDER NUMBER

  • E20 - INVOICE HAS MULT JOB/PO #'S

  • E21 - DIRTY CORE VENDOR S/B 6999

  • E22 - NOT AUTHORIZED TO SELL

  • Fatal Edit Error Codes Continued


  • E23 - SHIPPING SHOULD BE VEND FRTN

  • E24 - RESTOCKING FEE S/B VEND RSF1

  • E25 - LABOR SHOULD BE VENDOR LAB1

  • We will not finalize a billing file with fatal errors

  • You either have to fix them or tell us to IGNORE

  • Retest a billing file after all changes

  • Make sure no fatal errors before approving file

  • If we find a fatal error w/o IGNORE, we’ll give it back to you

  • Fatal Edit Error Codes Continued


  • AutoZone:

    • 7 digits > 4900000 without commas or spaces

    • Credits require a Credit PO Number

  • Monro Muffler:

    • 4 digit shop number must match shop being billed

    • A dash followed by

    • A 1-5 digit number with or without leading zeros

    • Each shop has their own number beginning with 1

    • Credits do not require a PO Number

  • Purchase Order Number Standards


  • Advance Auto Parts:

    • A 3 - 12 digit number

    • Credits require an ATI number of same format

  • CARS:

    • 1 character - either a B, M, or R followed by

    • 2 digit year, 2 digit month, 2 digit day followed by

    • A 3 digit number with leading zeros

  • Purchase Order Number Standards


  • AT&T uses PO & Job Number interchangeably

  • AT&T downloads new Numbers daily @ 5:00am

  • Those created from previous D/L - 5:00 cutoff

  • Those created after 5:00am come next day

  • Normal format NNNN-YYMMDD

  • MM+50 if a “System-Generated P/M Order”

  • MM+17 if a “System-Generated Stock Order”

  • AT&T PO/Job Number Standards


  • Must be assigned to UIC (vendor) Code PP103A

  • If not, have D/M reassign or get a new Number

  • Electronic orders – must have a Number

  • FAX orders – must have a Number

  • Phone orders – must have a Number

  • Ask for it ---- no exceptions!!!, no excuses!!!

  • Good Numbers eliminate many payment delays

  • AT&T PO/Job Difficulties


  • W00 - +/- 50% DIFFERENCE IN PRICE

  • W01 - CORE CHARGE NOT EXCHANGE

  • W02 - CORE PRICE ERROR

  • W03 - EXCHANGE PRICE ERROR

  • W04 - NEEDS EXCHANGE $

  • W05 - NEEDS CORE $

  • W06 - CORE AND EXCH PRICE ERROR

  • Warning Edit Error Codes


  • W07 - NO PART NUMBERS - JUST TAXES

  • W08 - NO PART NUMBERS - JUST FREIGHT

  • W09 - NO PART NUMBERS - JUST R/S FEE

  • W10 - NO PART NUMBERS - JUST LABOR

  • Retest a billing file after all changes

  • We will finalize a billing file with warning errors

  • If you snooze---you lose!!!

  • Stay on top of your files & don’t forget about them

  • Warning Edit Error Codes Continued


  • ADN Vendor coded as Non-Edited

  • Where Quantity and Extensions are zero

  • Non-Edited Invoice Transaction Code 6

  • Non-Edited Credit Transaction Code 7

  • Dirty Core Credit Value on Transaction Code 5

  • Dirty Core Charge Value on Transaction Code 8

  • Be very careful with Dirty Core Values

  • What are Non-Edited Transactions


  • Validate ADN Vendor/Part Number in CBS

  • Validate Exchange Price and Core Price

  • Use Original Document Date to find Prices in effect at time the item is ordered or credited

  • Use Original Document Date to find Discount in effect at time the item is ordered or credited

  • Warn about missing Exchange or Core Values

  • Other minor edits too numerous to mention

  • Member Billing File Optional Edits


  • Log-in to CBS to view errors & make corrections

  • Run Test Edit & make sure changes worked

  • Make sure all Fatal Errors are fixed or make sure IGNORE is in PO Number to skip them

  • Change Status of Member Billing File from a “W” to an “A” to signify approval

  • The CBS Operator will review the file and give it back to you if unacceptable for finalization

  • Correcting Billing Errors On-Line


  • Finalizations occur at 10am, 2pm, & 4pm M-F

  • You should receive an e-mail confirming finalization of all Member Billing Files

  • Finalized transactions sent to Advance, Monro Muffler, & AT&T daily

  • All other National Accounts get their finalized transactions on Wednesdays

Then What Happens Next?


  • RPT14011 Fatal Errors that have been dropped

  • RPT14012 Price Overrides By CBS

  • RPT14013 Non-Edited Transactions

  • RPT14014 Invoice/Credit List with Edited Differences to be used to make J/Es to your A/R transactions so payment will match

  • CBS Daily Reports


  • Some just ignore them---NOT A GOOD IDEA!!!

  • Some waste trees to print them & store them

  • Some think the FTP Server is an archive forever

  • Wrong---we keep them only 30 days

  • Some complain about always getting 4 reports

  • RPT14011 often has nothing to report---GOOD!

  • RPT14013 is useless to anyone

  • What Should You Do With Them?


  • I’d set up a folder on my PC & download them

  • I’d open them and see what’s being reported

  • I’d make sure RPT14011 had nothing to report

  • If it did, I’d make sure it was appropriate

  • I’d e-mail RPT14012 to pricing manager

  • I’d review RPT14013 to reduce non-edited

  • I’d e-mail RPT14014 to A/R for J/E input

  • What Would I Do With Them?


  • Disbursements once per month, per N/A

  • RPT14103 Cash Receipts Register by Invoice #

  • RPT14104 Cash Receipts Register by Store

  • Spreadsheet available to be used to post to your A/R – Contact Jan Larson if you want them

  • How do you get paid?


  • Accounts Receivable Inquiry

  • Member Billing Files Inquiry

  • Discount Inquiry

  • Item Master Inquiry

  • Item Price Inquiry

  • Member Maintenance

  • Other CBS Inquires Available


Internet Explorer is only certified browser for Oracle

Internet Explorer 6, 7, 8, 9, & 10 constantly updated

Windows XP, 7, & 8, 8.1 or 8.2 constantly updated

JAVA 6.1 - 6.43, 7.1 – 7.17 constantly updated

IE 6 & 7 with Oracle’s jInitiator------------not a problem

IE 8 early ver. needs ?config=jpi on url to use JAVA

IE 8 later versions can use Oracle’s jInitiator

IE 9 can use Oracle’s jInitiator with a patch applied

  • CBS Connection Issues


Google & Yahoo Toolbars in browser cause problems

Windows 7 can build a Virtual XP computer inside it

That’s what I use for everything.

Windows 7 & IE 9 use jInitiator with a patch applied

I’ve tried using this and it appears to work okay.

IE 8, 9 & 10 seems to work with JAVA 6.20 or lower

http://adn.networkhq.org:7778/forms/frmservlet?config=jpi

http://adn.networkhq.org:7778/forms/frmservlet

  • CBS Connection Issues Continued


  • Questions?


THANK YOU!

Network Information Services

Technology Forum


  • This is Me before Central Billing


  • 2601MISC ALTS & STATS

  • 3011MISC BATTERY

  • 9985MISC BEARINGS & SEALS

  • 0004MISC BELT/HOSE

  • 9064MISC BRAKE

  • 9182MISC CHASSIS

  • 6992MISC CHEM/LUBRICATION

  • 6991MISC CHEMICALS

  • 9983MISC CV SHAFTS

  • 9981MISC DRIVE TRAIN

  • 2026MISC ELECTRICAL

  • 2602MISC ENGINE PARTS

  • 4008MISC EXHAUST

  • 2603MISC FILTERS

  • Miscellaneous ADN Vendors


  • 2604MISC FUEL INJ & PUMPS

  • 2605MISC IGNITION & EMISSION

  • 2609MISC LIGHTING

  • 1003MISC MOTOR OIL

  • 9984MISC RACK & PINION

  • 2099MISC SERVICE PARTS

  • 7004MISC SHOCK/STRUT

  • 9982MISC STEER & SUSPEN

  • 2606MISC TEMP CONTROL

  • 2009MISC TIRE VALVES

  • 2607MISC WATER PUMPS

  • 5002MISC WHEEL WEIGHTS

  • 2608MISC WIPER PRODUCTS

  • Miscellaneous ADN Vendors


  • Time for a FTP Demonstration


  • Let’s Look at E-mails for our Files


  • Let’s Look at the Files we Uploaded


  • Validate Member Number

  • Validate Document Dates not > 180 days old

  • Validate National Account IDs

  • Validate National Account Store or Garage ID

  • Validate ADN Vendor Number

  • Validate Vendor can be sold to a Nat. Account

  • Validate right Vendor for specific transaction

  • Test Edit does Extensive Edits


  • Validate PO Number according to standards

  • Validate only Core Extension present if T/C 5, 8

  • Validate all Extension and Quantity values are +

  • Extensive Edits Continued


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